BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Trustful hybrid curation,...

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BRAIN-be (Belgian Research Action through Interdisciplinary Networks)BRAIN-be (Belgian Research Action through Interdisciplinary Networks)

Trustful hybrid curation, transformation and organization

of records in BelgiumHECTOR research project:

Fiona Aranguren CelorrioMarie Demoulin

Cécile de TerwangneBénédicte LosdyckLaurence Maroye

Sébastien SoyezSeth Van Hooland

Odile Vanreck

Zagreb, 12 November 2015

BRAIN-be (Belgian Research Action through Interdisciplinary Networks)

BRAIN-BE PROGRAM

Ecosystems, biodiversity, evolution

Geosystems, universe and climate

Cultural, historical and scientific heritage

Federal public strategies

Major societal challenges

Management of collections

6 thematic areas

2012 2017

TIC-BELGIUM

HECTOR

MADDLAIN

GREAT WAR FROM BELOW

IMMBEL

JUSINBELLGIUM

BELVIRMUS-WW2

HECTOR RESEARCH PROJECT

University of Namur

Université Libre de Bruxelles

State Archives, Belgium

University of Montreal

Legal approach

Archival approach

Records Management

approach

Contextual analysis

Field analysis

Creation of models

Valorisation and diffusion

www.hector-project.be

1. Hybrid management of a record

The statement of offence

2. Hybrid management of a file

The inspection fileThe human resources file

PRELIMINARY RESULTS

Digitization procedure

Selection & Appraisal checklist

Description & classification standards

Access policy

Hybrid records management policy

Positive practices

Points of attention

Preliminary recommendations

Best practices

Support from senior

management

Implication of the staff

Continuous training

Process automation

Willingness for work

rationalization and

improvement

Collaboration between services

Creation of working groups

Exploitation of available resources (online…)

Harmonization of practices

Creation of documents

of reference

Respect for the normative and

legal frameworkImplementation of GID software

Choice of suitable formats

Involvement of the IT service

Attention points

« Paper mentality »

Coordination difficulties between stakeholders

Electronic signature using the e-ID: question about the techonology neutrality

Emergence of local initiatives (silos)

Rules versus real practicesAvailability versus usage of tools

Replacement of paper originals by electronic copies

Lack of a RM and archiving strategy

Digitization of other administrative documents: not so controlled as that of statements

Statements printed systematically for the juge

Proof of authenticity of digitization procedures: not automated

Preliminary recommendations

The EU regulation 910/2014 comes into force in less than one year

Be aware of the advances concerning national law (digital archiving)

Do a regular appraisal of documents

Find the balance between costs and profits

Equip yourself with support tools

Change management

Catastrophic

Serious

Medium

Insignificant

Highly unlikely

Unlikely Probable Highly probable

Frequent

- Risk analysis -

Gravity

Probability

Establish a version control

Identify processes and requirements in the digital environment

CONCLUSION

In the conception of on-going projects, there are many positive signs

Involvement of different experts from key disciplines: IT, RM, legal, archival …

In practice … too many unresolved questions!

Digitaze?

Dispose?

Yes, but… HOW?

THANK YOU FOR YOUR ATTENTION!

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